Photography and Video Policy Statement

SMASH YOUTH PROJECT: Photography and Video Policy Statement last checked 28 May 24

Introduction

SMASH Youth Project (SMASH) works with children and young people (CYP and families as part of its activities. The purpose of this policy statement is to:

Protect CYP who take part in SMASH mentoring, events and activities, specifically those where photographs and videos may be taken.
Set out the overarching principles that guide our approach to photographs/videos being taken of CYP during our events and activities.
To ensure that we operate in line with our values and within the law when creating, using and sharing images of CYP.

This policy statement applies to all staff, volunteers and other adults associated with SMASH. It has been based on NSPCC guidance[1] and legislation/policy/guidance that seeks to protect CYP in England.

SMASH believes that:

CYP should never experience abuse of any kind.
We have a responsibility to promote the welfare of all CYP and to take, share and use images of CYP safely.

SMASH Recognises:

Sharing photographs and films of our activities can help us celebrate the successes and achievements of CYP, provide a record of our activities and raise awareness of our organisation.
The welfare of the CYP taking part in our activities is paramount.
CYP, their parents and carers have a right to decide whether their images are taken and how these may be used, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation.
Consent to take images of CYP is only meaningful when CYP, their parents and carers understand how the images will be used and stored, and are fully aware of the potential risks associated with the use and distribution of these images.
There are potential risks associated with sharing images of CYP online.

SMASH will seek to keep CYP safe by:

Always asking for consent from a CYP and their parents/carers before taking and using an image.
Always explaining what images will be used for, how they will be stored and what potential risks are associated with sharing images of CYP.
Making it clear that if a CYP or their family withdraw consent for an image to be shared, it may not be possible to delete images that have already been shared or published.
Changing the names of CYP whose images are being used in our published material whenever possible (and only using first names if we do need to identify them).
Never publishing personal information about individual CYP and disguising any identifying information e.g. the name of their school or a school uniform with a logo.
Making sure CYP, their parents/carers understand how images will be securely stored and for how long (including how we will control access to the images and their associated information).
Reducing the risk of images being copied and used inappropriately by:
- Only using images of CYP in appropriate clothing (including safety wear if necessary).
- Avoiding full face and body shots of CYP taking part in activities such as swimming where there may be a heightened risk of images being misused.
- Using images that positively reflect CYP’s involvement in the activity.

SMASH will ensure everyone involved in our organisation knows the procedures to follow to keep children safe.

Photography and/or Filming for Personal Use

When CYP themselves, parents/carers or spectators are taking photographs or filming at our activities or events and the images are for personal use, we will publish guidance about image sharing in the event programmes and/or announce details of our photography policy before the start of the event. This includes:

Reminding parents/carers and CYP that they need to give consent for SMASH to take and use their images.
Asking for photos taken during the event not to be shared on social media or asking people to gain permission from CYP, their parents/carers before sharing photographs and videos that include them.
Recommending that people check the privacy settings of their social media account to understand who else will be able to view any images they share.
Reminding CYP, parents/carers who they can talk to if they have any concerns about images being shared.

Photography and/or Filming for SMASH’s Use

We recognise that SMASH Mentors may use photography and filming during activities/events. However, this should only be done with SMASH’s permission and using our equipment.

CYP, parents and carers must also be made aware that photography and filming is part of the programme and give written consent. If we hire a Photographer, we will seek to keep CYP safe by:

Providing the photographer with a clear brief about appropriate content and behaviour.
Ensuring the photographer wears identification at all times.
Informing CYP, their parents/carers that a photographer will be at the event and ensuring they give written consent to images which feature their CYP being taken and shared.
Not allowing the photographer to have unsupervised access to CYP.
Not allowing the photographer to carry out sessions outside the event or at a CYP’s home.
Reporting concerns regarding inappropriate or intrusive photography following our safeguarding procedures.

Photography and/or Filming for Wider Use

If people such as local journalists, professional photographers (not hired by SMASH) or students wish to record one of our events and share the images professionally or in the wider world, they should seek permission in advance. They should provide:

The name and address of the person using the camera.
The names of CYP they wish to take images of (if possible).
The reason for taking the images and/or what the images will be used for.
A signed declaration that the information provided is valid and that the images will only be used for the reasons given.

SMASH will verify these details and decide whether to grant permission for photographs/films to be taken. We will seek consent from the CYP who are the intended subjects of the images and their parents/carers and inform the photographer of anyone who does not give consent.

At the event we will inform CYP, parents/carers that an external photographer is present and ensure the photographer is easily identifiable, for example by issuing them with a coloured identification badge.

If SMASH is concerned that someone unknown to us is using their sessions for photography or filming purposes, we will ask them to leave and (depending on the nature of the concerns) follow our CYP safeguarding procedures.

If Consent to Take Photographs/Video is not Given

If CYP, parents/carers do not consent to photographs/video taken, we will respect their wishes. We will agree in advance how they would like to be identified so the photographer knows not to take pictures of them and ensure this is done in a way that does not single out the CYP or make them feel isolated. SMASH will never exclude a CYP from an activity because we do not have consent to take their photograph.

Storing Images

SMASH will store photographs and videos of CYP securely in accordance with our safeguarding policy and data protection law. Any hard copies of images will be in a secured drawer and electronic images in a protected folder with restricted access. Images will be stored for a period of 12 months and then deleted/shredded.

We will never store images of children on unencrypted portable equipment such as laptops, memory sticks and mobile phones.

SMASH does not permit staff and volunteers to using any personal equipment to take photos and recordings of children. Only cameras or devices belonging to SMASH should be used.

Related Policies and Procedures

This policy statement should be read alongside our organisational policies and procedures, including:
Safeguarding.

SMASH code of conduct.
Online safety policy and procedures for responding to concerns about online abuse.

If you have any questions about safeguarding then speak to Rowan Kikke (Safeguarding Officer).